Senior Administrative Program Coordinator

Job Posting Title:

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Position Open To:

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Weekly Scheduled Hours:

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FLSA Status:

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Earliest Start Date:

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Position Duration:

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Location:

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Job Details:

The Senior Administrative Program Coordinator plays a pivotal role in ensuring the smooth and efficient operation of various programs within the healthcare system. This position provides advanced administrative support, coordinates program activities, and facilitates communication across departments. The role involves managing schedules, overseeing project timelines, and supporting the leadership team in achieving strategic goals. The Senior Administrative Program Coordinator works closely with clinical staff, administrative personnel, and external stakeholders to enhance operational efficiency and contribute to the overall success of the organization.

Additionally, this position provides high-level administrative support for the Associate Chair for Quality, Innovation and Outreach, the Division Chief of Pediatric Critical Care, the Division Chief of Ambulatory Pediatrics, and the Division Chief of Pediatric Nephrology in the Department of Pediatrics.

Program Coordination

• Manage and coordinate program activities, timelines, and deliverables.
• Oversee preparation, review, and dissemination of program-related documents.
• Facilitate effective communication between internal departments and external stakeholders to ensure alignment and success.
• Assist division chiefs with annual faculty evaluation process, including scheduling meetings, communicating with faculty, and ensuring timely submission of paperwork.
• Provide administrative support for specialized programs (e.g., Pediatric Global Health), including processing travel authorizations, reimbursements, and tracking expenses.

Administrative Support

• Provide high-level administrative support to leadership, including the Associate Chair and Division Chiefs.
• Strategically manage calendars and time; schedule internal and external meetings, coordinate resources, and prepare reference materials.
• Contact and remind attendees, attend meetings, take minutes, and arrange room reservations or virtual links, catering, and other logistics.
• Prepare, process, and reconcile expense reports and invoices; track submission and receipt of funds in real time.
• Support faculty and staff with purchasing/travel requests and payment processing, educating them on UT/DMS policies as needed.

Project Management

• Assist in planning, organizing, and managing projects from initiation to completion.
• Monitor project progress, identify risks, and ensure timely delivery of milestones.
• Coordinate cross-functional collaboration to achieve project objectives.
• Track invoices for subawards and contractors, process payments, and monitor expenses for grant projects and professional development.

Event Coordination

• Plan and organize events, meetings, and conferences to support organizational goals.
• Coordinate and execute department events on and off campus, including securing venues, developing invitations and promotional materials, arranging catering, tracking attendance, and taking notes.
• Ensure events are executed smoothly and meet established objectives.

Compliance and Reporting

• Ensure adherence to company policies, procedures, and applicable legal regulations, including UT travel and purchasing policies.
• Prepare and submit accurate reports on program activities, outcomes, and performance metrics.
• Maintain comprehensive records and documentation for audit and compliance purposes.
• Assist with daily operational activities for the Department of Pediatrics, including special projects and flexible contributions as priorities evolve.

REQUIRED QUALIFICATIONS

• Bachelor's Degree in Business Administration, Healthcare Management, or a related field
• At least 5 year(s) of experience in administrative or program coordination experience.

Relevant education and experience may be substituted as appropriate.

PREFERRED QUALIFICATIONS:

• Master's Degree in Business Administration, Healthcare Management, or a related field
• At least 7 year(s) of experience in administrative or program coordination experience, preferably in a healthcare setting.
• Experience at UT Austin, including UT financial systems such as DEFINE, FRMS, PointPlus, and UT Market.
• Certified Administrative Professional (CAP), Project Management Professional (PMP)

SALARY RANGE

$56,000 + depending on qualifications

WORKING ENVIRONMENT/EQUIPMENT

• Standard office equipment
• Repetitive use of a keyboard

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor
• Letter of interest

Importantfor applicants who are NOT current university employees or contingent workers:You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure thatALLRequired Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers:As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questionspresented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

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Retirement Plan Eligibility:

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university's company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English and Spanish) [PDF]
• Right to Work Poster (English) [PDF]
• Right to Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.